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Privacy Policy

PRIVACY POLICY

 

Privacy is very important to Seido Systems. We want to inform, respect, and give our (potential) customers, suppliers, and business partners as much control as possible over what happens with their data. Below you will find our policy regarding the collection, storage, use, communication, and disclosure of your personal data.

Seido Systems wishes to emphasize that it always strives to act in accordance with the EU Regulation of 2016 concerning the protection of natural persons with regard to the processing of personal data and on the free movement of such data, repealing Directive 95/46/EC, and with the Belgian law of 30 July 2018 concerning the protection of natural persons with regard to the processing of personal data.

 

CONTENTS

  • SCOPE OF APPLICATION
  • IDENTITY OF THE CONTROLLER
  • PERSONAL DATA PROCESSED BY SEIDO SYSTEMS
  • METHOD OF COLLECTING PERSONAL DATA
  • PURPOSES OF PROCESSING
  • RETENTION PERIOD
  • DISCLOSURE OF PERSONAL DATA TO THIRD PARTIES
  • RIGHTS OF THE DATA SUBJECT
  • TRANSFER TO THIRD COUNTRIES
  • CHILDREN
  • COMPLAINTS
  • STAY INFORMED ABOUT CHANGES

 

SCOPE OF APPLICATION

This privacy statement (hereinafter: “Privacy Statement”) applies to every visit to and use of the website (www.seido-systems.com) as well as to all (commercial) relationships (and any related data exchange) between Seido Systems and its (potential) customers, suppliers, and/or business partners.

 

IDENTITY OF THE CONTROLLER

Seido Systems NV (hereinafter referred to as “Seido Systems”), with its registered office at 8560 Wevelgem, Nijverheidslaan 23, and registered in the Crossroads Bank for Enterprises under number 0869.521.262, is responsible for the processing of your personal data. The controller is the one who determines the purpose and the means (the ‘what’, ‘how’, and ‘why’) of the processing of personal data.

Seido Systems can be contacted by post, by telephone at +32 56 35 00 35, by email at info@seido-systems.com, or via a contact form on the website.

Specifically with regard to this Privacy Statement, in addition to the contact details above, the following persons can also be contacted:

[Karl Wallecan + webmaster@seido-systems.com]

 

PERSONAL DATA PROCESSED BY SEIDO SYSTEMS

Personal data are all data that make it possible to identify someone. This includes, but is not limited to, data such as name, address, username, company name, email address, and telephone number, as well as other information such as IP address, information about the business sector, and so on.

Which data we collect depends on the context of your interaction with us, the way you contact us, and the information you provide.

The following personal data may be processed by us:

Data provided by you when placing an order, requesting a quote, filling in the contact form on the website, registering for the newsletter, requesting a sample, visiting our offices or trade fair stand, exchanging business cards, or any other form of contact (e.g., by telephone, email, post, during a visit, LinkedIn):

     Identification data

  • Name
  • First name
  • Email address
  • Telephone number (landline/mobile)
  • Fax number
  • Home address
  • Company address
  • Position and title
  • Company name
  • License plate number
  • Nationality
  • Gender

     Financial data

  • Bank account number

 

PURPOSE AND LEGAL BASIS

These data are collected for the purpose of managing prospects, customers, and suppliers, providing quality service, processing orders and deliveries (including the preparation of quotations, delivery or order forms), and for accounting and invoicing purposes. This information may also be used for marketing purposes or for security reasons.

The legal basis for processing these personal data is the (potential) performance of a contract. Providing the above personal data is a necessary condition to contact Seido Systems and possibly conclude a contract. If you do not provide these data, Seido Systems will be unable to contact you and therefore cannot enter into a contract.

When this data is used solely for communication with employees of Seido Systems or an affiliated company, the legal basis for this processing is the legitimate interest of providing high-quality customer service and product support.

When personal data are also used for marketing purposes, as specified below, the legal basis is either Seido Systems’ legitimate interest in advertising similar products to existing customers or your consent to receive marketing information.

Data provided when applying for a job:

  • Personal identification data (including contact and family information)
  • Academic background
  • Professional experience
  • Publications and/or portfolio, personal characteristics, behavioral data
  • Membership or participation in professional organizations
  • Professional competence

 

PURPOSE AND LEGAL BASIS

In order to process your job application, it is necessary for you to provide the above data. Failure to provide these data will mean that Seido Systems cannot process your application.

The legal basis for processing these personal data is the performance of a contract as well as Seido Systems’ legitimate interest in verifying the candidate’s skills and personal characteristics in relation to the vacancy.

If the information provided contains special categories of personal data (such as nationality, health data, criminal record, national register number, data concerning sexual life, political opinions, trade union membership, etc.), the legal basis for the processing is your consent to process such data.

Data automatically collected when visiting our website (cookies)

  • IP address
  • Browser
  • Operating system
  • Domain name
  • Time of connection and pages visited on www.seido-systems.com
  • External website that referred to Seido Systems
  • Pages you visited on www.seido-systems.com
  • Any other data you have provided to us yourself
  • See also our cookie policy

 

PURPOSE AND LEGAL BASIS

The use of cookies serves to make the website easily accessible and to improve the quality of the service.

The legal basis for this processing of cookies is consent. For functional cookies, this is our legitimate interest. For more information, please consult our ‘cookie policy’.

 

METHOD OF COLLECTING PERSONAL DATA

These personal data are collected during or in connection with:

  • Placing an order
  • Requesting a quote
  • Filling in the contact form on the website
  • Registering for the newsletter
  • Exchanging business cards
  • Any other form of correspondence or contact (e.g., by phone, email, post, LinkedIn)
  • Visiting the website (via cookies)
  • Cooperation with a commercial partner

When we receive or transfer your data on our website, we always use security technologies recognized as standard within the IT industry to prevent loss, misuse, or alteration of your data. For financial information, we use a secure server.

 

PURPOSES OF PROCESSING

The personal data mentioned above are processed by us for the following purposes:

  • Prospect, customer, and supplier management (creating lists of potential customers, partners, and suppliers)
  • Communication with the data subject
  • Processing of orders and deliveries
  • Preparation of quotations, delivery or order forms, administration
  • Accounting and invoicing
  • After-sales service
  • Making the website easily accessible and improving the quality of service
  • Security
  • Marketing purposes, including direct marketing
  • Recruitment and selection

 

If Seido Systems uses your personal data for direct marketing purposes, you always have the right to object by submitting a simple request (the option to “unsubscribe”). Depending on the information you have provided (telephone number, postal address, mobile number, email address), Seido Systems may contact you through those channels (by phone, post, SMS, or email) to inform you about its products and services and about future events or promotions.

For each purpose, the legal basis for processing may be one of the following:

  • Your freely given consent to the processing
  • The preparation or performance of a contract
  • A legal obligation
  • A prevailing legitimate interest of Seido Systems, in which case we strive to balance that interest with respect for your privacy

When the legal basis for processing is your freely given consent, you always have the right to withdraw that consent at any time. This can be done via a simple request to Seido Systems using the contact details mentioned in this Privacy Statement under “Identity of the Controller.”

We collect and use your personal data only to achieve the purposes mentioned above, unless we obtain your explicit and free consent to use your personal data for other purposes, or unless the processing is necessary to comply with an obligation imposed by a regulation, law, decree, or decision.

 

RETENTION PERIOD

Unless a longer retention period is required or justified to comply with (i) a statutory limitation or expiration period provided by law or (ii) another legal obligation, your data will not be kept longer than necessary for the purposes for which they were collected, as described in this Privacy Statement under “Purposes of Processing.”

 

DISCLOSURE OF PERSONAL DATA TO THIRD PARTIES

The processed personal data are communicated only and exclusively, and in accordance with this Privacy Statement, to the following recipients:

  • Controller
  • Data subject
  • Processors engaged for a specific assignment (e.g., a marketing campaign, IT service providers, transport companies) or acting as commercial partners (e.g., independent representatives)

The above processors act solely on behalf of Seido Systems. Seido Systems can provide the following guarantees regarding data processing by these processors:

  • Seido Systems has made clear agreements in its contracts with these third parties concerning the quality of data processing in accordance with the obligations imposed by the relevant privacy legislation;
  • The third parties may only use the data for the purposes determined by Seido Systems and in accordance with this Privacy Statement.

Without prejudice to the foregoing, Seido Systems may have to disclose your personal data:

  • To the competent authorities (i) when Seido Systems is obliged to do so by law or in the context of judicial proceedings and (ii) to safeguard and defend the rights of Seido Systems;
  • When Seido Systems transfers its assets or part thereof to a third party, in the case of a transfer of a business, a merger, demerger, or similar transaction, joint venture, reorganization, or any other transfer or restructuring, whether in whole or in part, in which case your personal data may be transferred to a third party.

 

RIGHTS OF THE DATA SUBJECT

As a data subject, you have several rights that you can exercise with respect to Seido Systems. If you wish to exercise any of these rights, please contact us using the contact details described in this Privacy Statement under “Identity of the Controller.”

The rights you have are the following:

  • Right of access within one month after receipt of the request: you have the right to know which data we hold about you and to verify the purposes for which Seido Systems uses them
  • Right of rectification or correction of incorrect data: you may request the correction or completion of inaccurate or incomplete data
  • Right to object if you disagree with the way Seido Systems processes your personal data
  • Right to data portability: under certain conditions, you have the right to obtain your personal data in a structured, commonly used, and machine-readable format and to transfer those data to third parties
  • Right to erasure: under certain conditions, you have the right to have your personal data deleted; this request may be refused
  • Right to restriction of processing

You can, in principle, exercise these rights free of charge. To do so, please send us a request accompanied by a copy of your identity card, in order to prevent any unauthorized disclosure of your personal data.

If your request is manifestly unfounded or excessive, we may charge a reasonable fee for the administrative costs associated with your request or refuse your request. Moreover, you may exercise these rights only once every six months.

In any case, we will inform you within one month of the outcome of your request.

 

TRANSFER TO THIRD COUNTRIES

Any transfer of personal data outside the European Economic Area (EEA) to a recipient located in a country that is not subject to an adequacy decision issued by the European Commission shall be governed by the provisions of a transfer agreement that (i) includes the standard contractual clauses as set out in the “Decision of the European Commission of 5 February 2010 (Decision 2010/87/EC),” or (ii) is based on any other mechanism under privacy legislation or any other regulation relating to the processing of personal data.

 

CHILDREN

We ask persons under the age of 13 not to provide personal data to Seido Systems unless parental or guardian consent has been obtained. If we discover that we have collected personal data from a person under the age of 13, we will delete this data as quickly as possible.

 

COMPLAINTS

If you disagree with the way Seido Systems collects, uses, and/or processes your personal data, you can of course contact us via the contact details mentioned under “Identity of the Controller.” Seido Systems will make every effort to provide a response.

In addition, you have the right to lodge a complaint with the supervisory authority, which can be contacted using the details below:

Data Protection Authority

Drukpersstraat 35

1000 Brussels

Tel: +32 (0)2 274 48 00

Fax: +32 (0)2 274 48 35

E-mail: contact@apd-gba.be

 

STAY INFORMED ABOUT CHANGES

Seido Systems may amend this Privacy Statement from time to time, for example in response to market developments, new processing activities, and feedback from data subjects. We therefore invite you always to consult the latest version of this statement on our website. Naturally, we will inform you in advance through our website or other usual communication channels of any substantive change and, when required by law, ask for your prior consent for our (new) processing activities.